If this is your first visit, be sure to
check out the FAQ by clicking the
link above. You may have to register
before you can post: click the register link above to proceed. To start viewing messages,
select the forum that you want to visit from the selection below.

If you would like to post, you must register first
http://www.escouts.org.uk/forum/register.php. It is important that you verify your registration by following the instructions in the email we send out automatically. Once that's done one of the team members has to approve your membership manually. This prevents spammers from using our board and may take up to 24 hours, but we'll approve it as soon as possible

Young Person Information Forms

Glad to see a question to Wayne re the form.

I know POR says we should use it but it also says a system call Compass shall be used for youth data. As Compass for youth is currently not in use (wonder if/when it will come back ?) then the awkward in me says we don't need to use the YPIF

I agree with the principal of collecting the same data (I'm sure there are Groups/Units who collected dangerously little - in fact, I know there are) but the form is just embarrassing to issue. How many times must people enter telephone numbers, addresses, and email addresses (not to mention the boxes for social media details).

I have taken to issuing the form with the signature request on page 2 circled (because people were not turning to the final page - probably lost will to live by then), I write 'Young Persons Details' where the youth name etc is required on page 2 (because parents were putting their own, I cross out all social media boxes, I cross out gift aid and put 'x's by the signature boxes.

Our own Group form captured everything the YPIF does (except parent's DOB - who could have foreseen that would be a requirement?), does it on 2 sides of A4, only requires data to be entered once and even has a data protection statement and signatory !

The Following User Says Thank You to David Kendall For This Useful Post:

We took as decision as a Group and Unit not to use the HQ issued YPIF but to use the version I created which collects all the same useful information (no social media crap) and has the same data protection wording but does not promise that the form will be destroyed as it will not. Oh and its two sides of A4 is is far more presentable too http://falkonerscouts.org.uk/wp-cont...ation-Form.pdf

Bring on the Teal helicopters and they can explain how we can comply with the part of POR which says all youth members must be entered into Compass. I suggested the removal or temporary suspension of this rule about a year ago now, the longer HQ refuses to do so the more it brings the whole of POR into disrepute IMHO

We took as decision as a Group and Unit not to use the HQ issued YPIF but to use the version I created which collects all the same useful information (no social media crap) and has the same data protection wording but does not promise that the form will be destroyed as it will not. Oh and its two sides of A4 is is far more presentable too http://falkonerscouts.org.uk/wp-cont...ation-Form.pdf

Bring on the Teal helicopters and they can explain how we can comply with the part of POR which says all youth members must be entered into Compass. I suggested the removal or temporary suspension of this rule about a year ago now, the longer HQ refuses to do so the more it brings the whole of POR into disrepute IMHO

The one thing I don't like about this form is that the logo in the corner looks like it was printed on paper in an inkjet which was running dry, and then scanned! Minor detail though

I've popped an extra post in the original question sending Wayne here. I don't see why this form can't be the standard one. Except maybe the branding.

We still use out own two page form but we have also been looking into paperless options.
I emailed the info centre regarding paperless collection of information (through something like Google forms) and if it was compulsory to have written signatures, they said the following:

Yes, will be fine as long as it is clear who the electronic form has been submitted by. If you havenít already, we would suggest that you add boxes into the Google form that allows the parent/guardian to type their name and to confirm the date before checking the permission box.

I asked this in relation to 'medical' form but i might just apply it to YPIF as well.

We have a form that worked for us, had certain declarations (eg ability to swim, attendance, helping the group etc) and was clear - the YPIF is an embarrassment and it would be nice if must use could change to can use.

What would be helpful is if they were to provide key text which must be on any joining form

We still use out own two page form but we have also been looking into paperless options.
I emailed the info centre regarding paperless collection of information (through something like Google forms) and if it was compulsory to have written signatures, they said the following:

I asked this in relation to 'medical' form but i might just apply it to YPIF as well.

I'm happy as I can make something else paperless!!

Left-hand right-hand !

When I asked Gilwell for advice on gathering data as Compass preparation I was advised against Google Docs for data protection reasons. IIRC "you don't know where the data is stored".

Not sure where the original comment from Gilwell is in the quoted section, if you scroll up the thread the above makes a little more sense.

FWIW ShiftyPete's form seems to fit the requirements vary well.

Last edited by Hathi_Cambridge; 30-01-2016 at 11:33 AM.
Reason: Lost embedded quote

Since the Safe Harbour scheme is no longer a thing after being ruled invalid late last year I think it would be against the Data Protection Act to use a Google Form, exactly because of what Gilwell said about not knowing where it's stored.

At the same time, lots of research is still being done to figure out the full implications of the loss of Safe Harbour.

The signature is pointless. The form is destroyed the moment it is entered into compass. We are not allowed to keep the form! Why sign it? Worthless and stupid.

I think the idea is that we don't accept the form without signature(s) and if the parent(s) won't sign then their child cannot join. Data should not be entered in Compass without receipt of a signed form.

Not sure legally how a challenge would stand from a parent who said they did not sign

Since the Safe Harbour scheme is no longer a thing after being ruled invalid late last year I think it would be against the Data Protection Act to use a Google Form, exactly because of what Gilwell said about not knowing where it's stored.

At the same time, lots of research is still being done to figure out the full implications of the loss of Safe Harbour.

You may (or may not) be correct however the Information Centre has (again) provided contradictory information. Surely someone has made a deciison on this area as part of the Compass project.

Ideally the decision would be recorded somewhere and used as part of training for the IC team.

I thought the signature was agreeing to the data being stored/passed to 3rd parties etc. Then once signed was input into Comparse , destroyed. Without it no membership to scouting. It's a very poorly designed form that mirrored how ino was input. I don't use it as all mandatory info is in our 1 page version which we keep on us when out and about. It needs to be redesigned as our parents didn't like giving social media contact info etc. Why does TSA need this much info?